Privacy statement for the benefit of the Four Freedoms Awards award ceremony
Every 2 years, the Roosevelt Foundation organises the award ceremony of the Four Freedoms Awards in Middelburg. This is a large-scale event with over 600 guests. The event consists of various parts, including a dinner on the evening before the ceremony, the ceremony itself where the Four Freedoms Awards are presented with a lunch and the Four Freedoms Meet Up afterwards.
The activities related to the Four Freedoms Awards can only be attended by invitation and, due to the size of the event, it has a high level of security. It is therefore necessary for the organisation of the award ceremony of the Four Freedoms Awards that we process personal data of invitees, guests, employees and other stakeholders/attendees.
The organisation of the Four Freedoms Awards is the responsibility of the Roosevelt Foundation. It works in close cooperation with the Province of Zeeland. The Province makes employees and facilities available. Together they form part of a project organisation, which also includes externally hired staff.
The Roosevelt Foundation attaches great importance to the careful, secure, proportionate and confidential processing of personal data within the organisation. With this statement, the Roosevelt Foundation indicates how it processes personal data for the organisation of the award ceremony of the Four Freedoms Awards and which privacy rights you have in respect to the processing of personal data.
This privacy statement was last updated on 29-01-2024. You can always find the latest version on our website: www.fourfreedoms.nl.
What is personal data?
By personal data we mean any information that tells us something about you or that we can link to you. This can be information that is directly about you or can be traced back to you. For example, it might be your name, your address or your phone number.
What is processing?
Processing means all the operations we can do with your personal data such as collecting, storing, recording, amending, disclosing, transferring or deleting it.
Who is the responsible party for processing personal data?
The Roosevelt Foundation is the responsible party for processing your personal data as described in this privacy statement. The Roosevelt Foundation is located at the address Abdij 6, 4331 BK Middelburg.
You can contact us at www.fourfreedoms.nl/contact or send an email to rooseveltfoundation@zeeland.nl.
For whom is this statement intended?
This privacy statement is intended for invitees, visitors, suppliers and internal and externally deployed staff present or involved in the Four Freedoms Awards ceremony and/or related events.
Why and what personal data do we process?
The award ceremony of the Four Freedoms Awards is held biannually in Middelburg and consists of a series of events organised within the time period of a week. The events are:
- a laureate dinner, where invited guests dine with the laureates on the evening before the award ceremony;
- the award ceremony, where the laureates will receive their Four Freedoms Award in the presence of distinguished guests and other invited guests;
- lunch following the ceremony;
- the Four Freedoms Meet-Up, in which the laureates engage in conversation with attendees in a directed talk-show setting. As an exception to the above events, the Four Freedoms Meet-Up can be organised annually.
The Four Freedoms Awards honour individuals and organisations committed to promoting the four freedoms around the world. The message these individuals and organisations convey is not valued equally by everyone which can sometimes lead to threats. In addition, the ceremony is also attended by a number of high-ranking people. Think of politicians, administrators and laureates. This makes the events surrounding the Four Freedoms Awards a high-risk event. As a result, the Municipality of Middelburg imposes additional conditions on the permit they grant for this event. For example, guests, staff and other attendees may only be admitted to the event site in a personal capacity and are screened by the police beforehand. This forces us to process personal data.
Personal data is requested through a digital form. It includes the following mandatory fields:
- Initials
- Surname
- Form of address (he/she/them)
- Function
- Email address
- Mobile number
- Surname as stated on passport
- Nationality
- Country
- Social security number[1]
- Passport number for international guests[2]
- Date of birth
As non-compulsory fields, the following personal data are requested:
- Surname prefix
- Title(s)
- Organisation name
- Dietary restrictions
- Plus one[3]
- Mobility disability
- Social security number and passport number are required for the screening exercise prescribed by the licensing authority.
- Social security number and passport number are required for the screening exercise prescribed by the licensing authority.
- If you bring a guest, the personal data of the guest is also requested and processed by us in the same manner and conditions.
Invitation
You will personally receive an invitation to attend the laureate dinner, the Four Freedoms Awards ceremony and the lunch afterwards. The personal data for the invitation comes from our relation file for which permission was previously given to keep and use this data for invitations to the (future) Four Freedoms Awards ceremony and/or related events.
The invitation will be sent (digitally) to invitees, after which you can register via a digital registration form. This registration form asks for your personal data. We need these to be able to process your registration. We aim to collect as little data as possible and in any case no more than necessary for this specific event. We will not use the data left for this event for other purposes.
For the Four Freedoms Meet-Up, guests can also register on their own initiative via a digital registration form. This registration form can be found on our website, www.fourfreedoms.nl.
Personal data for the invitation and registration are processed by Invitado (as processor) on behalf of the Roosevelt Foundation.
Screening
Within the framework of public interest and safeguarding public order and safety, the Roosevelt Foundation uses an integral safety plan as prescribed by the licensing authority, Municipality of Middelburg. This plan has been coordinated with the police, GHOR (Regional medical assistance organisation) and the fire brigade. As permit holder, the Municipality of Middelburg requires us to implement this plan.
The security plan states that an entry policy is in place regarding the laureate dinner, awards ceremony, lunch and, in some cases, the Four Freedoms Meet-Up. As part of this policy, all attendees, both invitees and employees and suppliers, are subjected to screening. This advance screening is mandatory based on the permit from Middelburg Municipality due to the security risks of the Four Freedoms Awards. Without prior screening, access to the event venue(s) is not possible.
The screening is carried out by the Dutch Police. This is the only organisation authorised and able to carry out this screening. The police carry out this screening under Article 9 of the Police Data Act[4] (Wpg) and use the social security number and date of birth for this purpose. For screening international guests, in the absence of a Dutch social security number, the passport number is used.
The social security number and passport number are requested by Invitado through the application form. This data is encrypted by Invitado and forwarded directly to the police through a secure facility. The citizen service number and passport numbers are not visible to other parties, such as the Roosevelt Foundation. The results of the screening are not shared with the Roosevelt Foundation. The Roosevelt Foundation is only informed that certain persons may not be granted access to the event venue. The reason why is not disclosed and can only be requested from the police by the person in question.
The data subject can apply directly to the police for access under Article 25 Wpg. This can be done via:
Police Zeeland- West Brabant
For the attention of the Privacy Desk
PO Box 8050
5004 GB Tilburg
This can only be done in writing by post, attaching a valid proof of identity. The photograph and social security number may be shielded. Inspection of documents takes place at the police station.
[4] Please note: the Police do not need a direct processing basis to make reference to individuals. The reason for doing it nonetheless lies in the protection of national security and maintenance of law and order in a particular case.
Allocation of seats
The Roosevelt Foundation cooperates with the Protocol Office for the allocation of seats (placements) of guests at the awards ceremony and lunch. They process the personal data necessary for this purpose only, namely form of address, initials, surname, position and organisation.
Use of audio visual materials
During the Four Freedoms Awards ceremony, photographs and film recordings will be made. These largely consists of atmospheric impressions. We will use these images for communication through our website and to promote the Four Freedoms Awards. With the film and audio material of the awards ceremony we make the ceremony accessible to people who cannot attend. We may do this via a livestream and/or the possibility of watching it at a later date. If you are clearly recognisable in the image, we will ask permission to process the footage.
When you register, we ask you for your consent to process your personal data. This also includes the use of photographic, film and audio material. The press will be present during the event. They also may take photos and/ or make recordings.
Do we share your data with other parties?
In principle, the Roosevelt Foundation does not provide your personal data to third parties without your prior consent.
For the processing of personal data within the framework of the Four Freedoms Awards, we cooperate with four parties: Province of Zeeland, Invitado and the Protocol Office. Province of Zeeland fulfills the role of processor in terms of support and administrative tasks for the Four Freedoms Awards. Invitado for sending invitations, processing registrations and managing these for the benefit of this event. The Protocol Office supports the Roosevelt Foundation in the allocation of seats for invitees.
We conclude a processor agreement with the aforementioned organisations that process personal data on our behalf. This sets out the responsibilities and careful and secure handling of this data in accordance with the requirements of the General Data Protection Regulation (GDPR).
Will your data be taken outside the EU?
In principle, personal data should not be transferred to an organisation in a country outside the EU. This is because within the EU there is appropriate protection for personal data, and outside the EU this is not always the case. Transfer includes storing (e.g. in the Cloud) or making personal data available to an organisation outside the EU.
We choose the safe option and in principle do not allow processing outside the Economic European Area (EEA) if it is not necessary. These are all countries within the EU plus Liechtenstein, Norway and Iceland. The latter three countries have an equivalent level of personal data protection. In the exceptional case where it cannot be prevented, the Roosevelt Foundation will only transfer personal data to a country outside the EEA or an international organisation based on agreements approved by the European Commission.
Do we also engage in profiling?
Profiling refers to the automated processing of personal data that evaluates and attempts to predict behaviour, for example.
We do not engage in profiling.
How do we secure your data?
We take appropriate measures to counter abuse, loss, unauthorised access and other undesirable actions with personal data. The Roosevelt Foundation operates in accordance with the applicable ISO27001 security standards.
We use systems and standards to protect your personal data. We regularly update these systems and standards to comply with new regulations and developments in the market.
In addition to technical security measures such as encryption of personal data and access controls on computer systems, employees have a duty of confidentiality and access to personal data is only given to employees who are authorised to do so. We ensure that your personal data is only accessible to employees who need it to perform their job or assignment.
Only employees for whom it is necessary for the performance of their work have access to (part of) the system in which your data is stored. The director of the Roosevelt Foundation determines who gets access to this information.
When determining the measures, the current state of the art is always considered and security is adapted accordingly.
How long will personal data be stored?
We do not store your personal data for longer than necessary for the purpose for which we process your personal data. Personal data processed through Invitado will be deleted from Invitado's database within a maximum of 3 months after being transferred to the Roosevelt Foundation.
In the digital application form, you will be asked to check a box when you give us permission to keep your data after the Four Freedoms Awards. This will allow us to invite you to similar events organised by the Roosevelt Foundation in the future. If you do not check this box and therefore do not give us your consent to do so, all your data will be deleted after the event. If you do give us permission to keep your data, we will only keep the minimum necessary data in our customer relationship management system.
Personal data processed by the Protocol Office will be deleted by them from the placements system used after a maximum of 6 months.
What rights do data subjects have in relation to personal data?
Under the GDPR, as a data subject, you have several rights when it comes to the processing of your data. When you wish to invoke your rights, we will verify your identity. This ensures that we are in contact with you. For example, to check your identity, a number of identifying questions will be asked. To be able to process your request and carry out the check to establish your identity, the request must include at least name, address, place of residence and contact details, such as your email address or telephone number. We use this data exclusively for processing your request and communicating about it.
If you wish to know what personal data the Roosevelt Foundation processes about you, you can submit a written request for inspection (article 15 GDPR).
Does it turn out that your data is incorrect, incomplete or irrelevant? Then you can make an additional request to have your data changed or supplemented (Article 16 GDPR).
Under certain circumstances, you have the right to request the Roosevelt Foundation to delete your data, the so-called right to oblivion (Article 17 GDPR). This may be the case, for example, in the event of unlawful processing.
If you wish to receive the (digital) personal data the Roosevelt Foundation processes about you, you can invoke your right of data portability (article 20 GDPR). This means that you will be provided with your data in a structured, common and machine-readable form which, should you wish, you can easily pass on to another organisation.
You can also request that the processing of your personal data be restricted or object to it (Articles 18 and 21 GDPR).
A request can be made by sending a letter or an email to the details below:
Roosevelt Foundation
P.O. Box 6001
4330 LA Middelburg
Email: rooseveltfoundation@zeeland.nl
The Roosevelt Foundation is committed to responding to your request personally and promptly, and will process your request within a 4-week period. In order to best respond to your request, please communicate your request as clearly as possible.
If you need help or would like additional information on invoking your rights, please contact us about this.
Where can I ask questions about privacy and my rights?
Questions about privacy or exercising your privacy rights
If you have a general question about privacy or wish to exercise any of your privacy rights, please contact the Roosevelt Foundation by post or email using the contact details below:
Roosevelt Foundation
Request for inspection AVG
P.O. Box 6001
4330 LA Middelburg
Email: rooseveltfoundation@zeeland.nl
Data breach
Have you received information not intended for you, have you noticed a vulnerability in our security or do you think there has been a data breach? If so, please report it immediately to rooseveltfoundation@zeeland.nl. Please leave your contact details (email address or phone number) so that you can be contacted.
Filing a complaint
Do you have a complaint? If so, you can report it to rooseveltfoundation@zeeland.nl and your complaint will be dealt with. If you are not satisfied with the handling of your complaint, you can file a complaint about it with the Dutch DPA (Personal Data Authority).
Amendments
This privacy statement may be amended by the Roosevelt Foundation at any time. Amendments take effect from the moment they are published on www.fourfreedoms.nl. We advise you to consult this privacy statement regularly so that you are aware of any changes.